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Vehicle Audit

Summary/Use Case

Report Summary

The Vehicle Audit report provides an overview of costs and usage metrics for each vehicle within a specific facility over a designated date range. This report is useful for fleet managers to evaluate cost components such as labor, fuel, and parts associated with each vehicle, aiding in expense tracking, budget analysis and calculating total cost of ownership (TCO).

Use Case

Monitor individual vehicle costs for better expense control and forecasting
Analyze labor hours and parts usage to assess maintenance demands
Identify high-cost vehicles for potential replacement or reassignment
Track fuel and lubricant expenses for operational efficiency
Support budget planning by summarizing total vehicle costs over time

Location: Where to Find It

Reports > RTA Standard Reports > Vehicle > Vehicle Audit

Data Filter Prompts

You will be prompted for filtering of the data to specify and narrow down the data that will be pulled. See Data Filter List below for options.

Parameter List

Parameter Name

Value (Default)

Value (Notes)

Please select Customer or Department for grouping (None to skip grouping)

Customer

Allows grouping by Customer or Department

If None is selected, Customer and Department groupings/sorts will be ignored and will move to sorting by either Class or Vehicle (dependent on the Class grouping option below)

Include Class grouping and totals?

False

Determines whether class-level grouping and totals are included

If False, the report will default to a list sorted by vehicle

If True, the report will contain groupings and totals by Class

Data Filter List

Filter Name	Recommended Filter Condition(s)	Value (Options)	Value (Default)	Value (Notes)
Facility	Equal To	Any Facility Number	1	Single Facility
Customer Number	Is Between	Any Customer Number Range	blank - “zzzzzzzzzzzzzzzz”	Filters by customer number range
Department Number	Is Between	Any Department Number Range	blank - “zzzzzzzzzzzzzzzz”	Filters by department number range
Class Code	Is Between	Any Class Code Range	blank - “zzzzzzzzzzzzzzzz”	Filters by vehicle class code range
Vehicle	Is Between	Any Vehicle Range	blank - “zzzzzz”	Filters by vehicle range
Date Range	Is Between	Any Date Range	First to Last Day of Previous Month	Filters data by date range

Report Output and Data Elements

Report Output

The Vehicle Audit Report presents a structured table displaying vehicle-related costs and usage within the specified filters. The report includes columns such as Vehicle, Class, Customer, Department, Units, Labor, Fuel, Lubricant, Fixed Costs, and more. Summarized totals for fleet-wide expenses are included at the bottom.

*If Customer / Department grouping IS included and Class grouping IS NOT included

*If Customer / Department grouping IS included and Class grouping IS included

*If Customer / Department grouping IS NOT included and Class grouping IS included

*If Customer / Department grouping IS NOT included and Class grouping IS NOT included

Report Data Elements

Column Number	Column Title	Data Notes
1	Vehicle	Vehicle/unit identifier.
2	Class	Vehicle class code and description.
3	Cust	Customer number assigned to the vehicle.
4	Dept	Department number assigned to the vehicle.
5	Units	Meter units the vehicle accumulated during the date range. This comes from the vehicle's meter readings, not from its cost transactions.
6	Labor Hours	Labor hours worked on the vehicle during the date range. Hours, not dollars.
7	Fuel $	Fuel cost.
8	Fuel Qty	Fuel quantity issued, in your fuel unit of measure (gallons or litres).
9	Lub $	Lubricant cost (oil and other fluids).
10	Lub Qty	Lubricant quantity issued.
11	Wash	Vehicle wash cost.
12	Fixed	Fixed cost: depreciation, appreciation, insurance, licensing and capitalization.
13	Misc	Miscellaneous cost, plus any cost category not shown in a column of its own.
14	Outside	Cost of work done by an outside vendor: outside labor, outside parts and outside tires.
15	Tires	Tire cost, including warranty tires.
16	Labor	In-house labor cost, in dollars. This is the cost that goes with the Labor Hours column.
17	Parts	In-house parts cost.
18	Cost / Unit	Total Cost divided by Units. Blank or zero when the vehicle recorded no meter units in the date range.
19	Total Cost	Total of every cost transaction posted to the vehicle in the date range.

How the quantity columns are calculated

The report has three quantity columns that are not dollars: Labor Hours, Fuel Qty and Lub Qty. All three read the same underlying value, the quantity on the cost transaction, and its unit depends on what kind of transaction it is:

Kind of transaction	What quantity means	Column it appears in
Labor	Labor hours worked	Labor Hours
Fuel	Fuel issued, in gallons or litres	Fuel Qty
Oil and other lubricants	Volume issued	Lub Qty
Parts	Number of parts posted	Not shown on this report

Because the unit changes with the kind of transaction, a quantity total is only meaningful for one kind of transaction at a time. Adding labor hours to fuel gallons produces a number that means nothing, which is why this report keeps them in separate columns rather than showing one Quantity column.

Where each cost category lands

Each cost transaction carries a cost category, and the report groups those categories into its columns:

Column	Cost categories included
Labor and Labor Hours	Labor and warranty labor. Labor overhead is included in the Labor cost column.
Parts	Parts, warranty parts and antifreeze, plus parts overhead.
Tires	Tires and warranty tires.
Outside	Outside labor, outside parts and outside tires.
Fuel $ and Fuel Qty	Fuel.
Lub $ and Lub Qty	Oil, added oil, automatic transmission fluid, gear oil and hydraulic fluid.
Wash	Vehicle wash.
Fixed	Depreciation, appreciation, insurance, licensing and capitalization.
Misc	Miscellaneous, and every other category, including accident, lease, loan, administrative fee and tax.

Outside labor hours are not in the Labor Hours column. A vendor invoice posted as outside labor is reported in the Outside cost column, and its hours are not added to Labor Hours. Labor Hours is your own shop time. Warranty labor hours are included, because warranty labor is your own shop time being recovered.

Labor Hours on this report is the same shop time you see on the work orders for that vehicle. If it looks low, check whether the work was posted as outside labor, and whether the work orders fall inside the date range. See Work Order Cost Totals: What Each Amount Includes for how the cost amounts on a work order are built.